Action - Open Document

 
Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Open Document (Edit List) Utility. 
 
 
 
With this function of Alignbooks, you can open a document created earlier and can use the open document for the below mentioned activities
 
To open an existing document, click on  Icon of the Document, the system will ask for some parameters to display a list of documents created by you. the window will appear like this;
 
Action - Open Document
 
 
1

Location / Branch

1. Location / Branch Under this field, System will fill the default Location / Branch if you have configured the Default Location under Data Access Rights. You can select the location, if you are handling multi locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup.
2

Quick Period

2. Quick Period Select the relevant option to quickly change the Period (From Date - To Date) based on the options provided, handy tool to easily change the period. You can also modify the From Date or To Date manually as per your requirement after selection.
3

Period From

3. Period From Enter a Date from which you want to view the list of Vouchers.
4

Period To

4. Period To Enter a Date up to which you want to view the list of Vouchers.
 
Click on to confirm the given parameters.
 
 
A list of Documents of that category for selected period will be displayed, with details of Document Number, Date, Party and Amount etc. along with option to Edit against all Documents
 
 
5

View a Document

5. View a Document Click on this button to view a Document. The Document will be opened in Edit mode and all details entered earlier will be displayed. You can choose your action with this document.
 
View : You can view the Information entered in the Document. Click on to close an open Document.
         
Edit   : You can edit and change any value /details entered earlier. After making necessary corrections click on to save the new values.
 
If you have changed any Value or other details, you will need to Enter a Edit Remark at the Bottom of the Document to keep track of changes made by you and reason for changes made If the Manage Document History is kept "ON".
 
Delete :  You can Delete the Document, if you do not want to keep the voucher information. This voucher will be permanently deleted from the system and cannot be retrieved back. We recommend to use delete document carefully, instead you can use Cancel document option.
 
Cancel : You can Cancel the Document, if you want to keep the voucher information but do not want the impact of this voucher in Accounting and Inventory transactions.
 
Restore: You can Restore the Document, if you want to reinstate the voucher information and want the impact of this voucher in Accounting and Inventory transactions.
 
For above three actions : Delete/Cancel/Restore, you will need to Enter a Edit Remark at the Bottom of the Document to keep reason for changes made.
 
 
Some additional functionalities are introduced in Alignbooks for ease of user to take few actions for Multiple vouchers / bulk selection.
You can find for this checkbox which enables you to select all voucher from the table Or enable this check box for each row in table and after making selection you can perform certain actions mentioned below for :   
 
 
6

EWay Bill

6. EWay Bill Click on to view options for E-Way Bill:
  • Download Json : Click here to download the Json file for all selected vouchers, this file can be uploaded to Eway Portal to generate the Eway bill from portal.
     
  • Generate : Click here to generate the Eway Bills through Eway Portal directly from Alignbooks, after successful response the Eway Bill No. and EwayDate will be updated in Alignbooks and an Email will be sent to you with the Eway Bill Details.
     
  • Cancel : Click here to Cancel the Eway Bill through Portal directly from Alignbooks, after successful response the EwayBill Cancel Date will be updated in Alignbooks.
     
Note : To Generate / Cancel EwayBill, You have to specify the Eway User Name and Eway password in Company - Basic Setup or If using Multi Location then specify the Eway User Name and Eway password in Location of the voucher selected.
7

E-Invoice

7. E-Invoice  Click on to view options for E-Invoice:
  • Download Json : Click here to download the Json file for all selected vouchers, this file can be uploaded to Eway Portal to generate the E-Invoice (IRN) from portal.
     
  • Generate : Click here to generate the E-Invoice (IRN) through Eway Portal directly from Alignbooks, after successful response the E-Invoice (IRN) and E-Invoice (IRN) Date will be updated in Alignbooks and an Email will be sent to you with the E-Invoice (IRN) Details.
     
  • Cancel : Click here to Cancel the E-Invoice (IRN) through Portal directly from Alignbooks, after successful response the E-Invoice (IRN)  Cancel Date will be updated in Alignbooks.
     
Note : To Generate / Cancel E-Invoice, You have to specify the Eway User Name and Eway password in Company - Basic Setup or If using Multi Location then specify the Eway User Name and Eway password in Location of the voucher selected.
8

Exit Form

8. Exit Form Click on this button to close the Open Document mode and return to create a “fresh document”.
9

Print Document

9. Print Document
Click on this Button to "Print Selected Document" to print the selected Documents, a window will open to confirm the print format and number of copies.
  • Select a Print Format from the drop down list, the system will show default format set by you.
  • Enter the number of copies you want to print the system will show default numbers set by you
  • Click on “Print” to start printing.
     
Preview : Click on Preview to make a preview of the selected document, a window will open to select the print format and click on "Preview".
Export : Click on Export to Export the document in PDF of selected document , a window will open to select the print format and click on "Export". File will be downloaded in default your "Downloads" Folder.
10

Bulk Delete

10. Bulk Delete Click on this button If you wish to delete the selected documents and confirm the deletion. You will need to Enter a Delete Remark at the window opened to keep reason for changes made.
11

Mail

11. Mail Click on this button If you want to send an Email (with attachment) for the selected documents to their respective clients, Or Click on beside Mail and click on Email (with Link) to send mail including a link to the Print format of the document.
 
 
We hope you enjoyed this tutorial. Please give us a call for further help.  Happy Aligning!
 
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